Home Email Writing 10 Tips for Sounding Smarter and More Professional in Emails

10 Tips for Sounding Smarter and More Professional in Emails


Emails are the norms today and will soon be the preferred option of communication worldwide. No matter in which profession you are or at what stage your life is, if you are an adult, emails would be there in many different kinds of interactions that you might be participating in. Usefulness and importance aside, emails are also highly friendly towards advertising and marketing purposes, and stats show that an email can return $ 44 for each dollar that you spend towards email marketing (a 4400% ROI). Around 296 billion emails are sent every day across the world and each office worker in the world receives approximately 12 emails every day.

No matter what problem or issue your email solves, you can also make it sound a bit smarter. When using towards business operations like marketing, emails should be made to sound more professional as well.

The right efforts would improve the impact of the message, will make the email easy to interpret for the message receiver and will evoke the desired response for you. Below are some simple yet powerful ways that will add more smartness and professionalism to your email.

  1. Do not use the word “just”

When you use the word “just” in your email, for instance as in “just for your notice” or “just emailed to notify”, you are not being professional. The use of “Just” lowers the authoritative tone and content of the message and it seems that the messenger is kind of apologizing. Hence the value and importance of the message get lowered. You are doing your duty when you email someone for a business purpose, and hence the use of “just” is not justified and proper.

  1. Be grammatically correct

Improper word and punctuation usage, and the grammatical error show that you are unprofessional and are still learning what you should have learned before. Errors also point towards laziness and lack of attention. There is the grammar software online that can be used towards improving grammar and content of an email.

  1. Use points or bullets

The use of points or bullets for information description is a welcome practice. It would be even better if you use the subheadings wherever necessary. As emails are meant to send short information passages, the use of points and bullets will help the recipient interpret the message clearly and easily.

  1. Make the message short

Nobody would go through your email completely, more so when it is a business email. Hence it is better to write short, concise and crisp sentences that deliver the required information in the least words possible. Use short sentences and convey everything simply and in a straightforward manner.

  1. Formatting of texts

You can format the texts in order to describe and display the information in a better and clear way. Underlying the addresses, italicising the titles, and the use of other fonts and colours will make your email look more exciting and less convoluted.

  1. Include your signature

You can make your email look more authoritative, genuine and complete by including your signature at the end of it. You can also add your social media profile links and/or the twitter handle, logos and emblems among other things that will help you get easily identified.

  1. Be nice and polite

Politeness costs nothing but can yield you high dividends. The same social courtesy that you practice in the outside world should also extend to your emails. Usage of positive statements. stickers and expressions among other add-ons add to the emotional appeal of the message and improve its appeal and likeliness.

Note: Remember not to use the Emojis and other personal stickers and expressions in the professional emails.

  1. Proofread your message multiple times

Proofreading is not just for removing grammatical and spelling errors. It also can be used to improve the tone and content of messages, for rephrasing the paragraphs and for making the message more effective and appealing.

  1. Do not criticize in public

Do not assume privacy and follow the saying that says “praise at public instances and critiques only in private”.  Do not write anything in your emails that may look bad when posted elsewhere (it will show your name). When you are stretching truth within your emails, you are exposing everything to the hackers, the IT department and others. The practice may harm later.

  1. Respond as soon as you can

Time has immense value and when you respond in time, it adds to you online reputation. Reaching office in time can help your professional reputation and being on-time online can also be advantageous.The person on the other side may need the information immensely, and the time lags may be the cause of loss of money as well.

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